Collect payments automatically with Stripe on the dates of your channel payment schedule. You set up to 5 payments in the payment schedule, and Auto Actions add matching pending payments to the bookings. Payment schedules are currently only available for VRBO/Homeaway.
Prerequisites: a Stripe account connected to your property with the Connect to Stripe button. Automatic charging of pending payments, and charging a stored card from a booking, only work with this connection.
You also need a payment schedule set up for VRBO.
Note: If you are in the EU or have guests from the EU, you may need to comply with 3D Secure. The guest then has to make the payment directly, through a payment link: see Stripe Payment Request.
Quick Guide
- Set up your payment schedule in Settings > Channel Management > VRBO/Homeaway > Payment Schedule.
- Set up Stripe with Save all cards to Stripe = Yes.
- Optional: create a payment rule that skips cancelled bookings.
- Create one Auto Action per payment in the schedule.
Step 1: Set up your payment schedule for VRBO
Go to Settings > Channel Management > VRBO/Homeaway > Payment Schedule and set up the schedule. See VRBO Setup. This example takes a 25% deposit at booking and the balance 14 days before check-in:
| Payment | Setting | Value |
|---|---|---|
| Schedule | Name | Payment Plan 1 (example) |
| Payment 1 (deposit) | Days After Booking | 0 (at booking) |
| Payment 1 (deposit) | Days Before Check-in | None |
| Payment 1 (deposit) | Fixed amount | 0 |
| Payment 1 (deposit) | Percent amount | 25 |
| Payment 2 (balance) | Days After Booking | 0 |
| Payment 2 (balance) | Days Before Check-in | 14 |
| Payment 2 (balance) | Fixed amount | 0 |
| Payment 2 (balance) | Percent amount | balance (outstanding balance) |
Step 2: Set up your Stripe account
Go to Settings > Payments > Payment Gateways > Stripe and set:
| Setting | Value |
|---|---|
| Connect | Click to connect. If you have several Stripe accounts, make sure you connect to the right one. |
| Enable/Priority | A number. With several payment gateways, it sets the order on the payment page. |
| Save all cards to Stripe | Yes |
| Capture | Yes: collects the payment at the time of booking on your Beds24 booking page |
| Stripe Checkout Version | Embedded or Hosted. See the (?) context help. |
| Payment Description, Title, Instruction | Optional. See Stripe settings. |
Step 3: Create a payment rule (optional)
The standard payment rules are Auto and Manual. Go to Settings > Payments > Payment Rules and click Create New Payment Rule:
| Group | Setting | Value |
|---|---|---|
| Payment Rule | Name | Your title, for example Not Cancelled |
| Payment Rule | Action | Auto |
| Payment Trigger | Booking Status | All not cancelled |
| Payment Trigger | Any Booking Info Code, All Booking Info Codes | Optional |
| Payment Trigger | Exclude Booking Info Code | Optional, for example to exclude virtual credit cards (find the info code in the booking) |
| Payment Action | Funding Source | Guest card only |
| Payment Action | Payment value adjustment | Limit to group booking balance |
| Payment Action | Capture | Yes: charged immediately |
| Payment Action | Add info code on success | Optional: a Booking Info item added when the payment succeeds |
| Payment Action | Add info code on failure | Optional: a Booking Info item added when the payment fails |
| Prevent Auto Payment | Prevent payment if booking status | Cancelled |
| Prevent Auto Payment | Prevent payment after check-out (days) | 7 (default) |
| Prevent Auto Payment | Prevent payment action | Set Manual |
Step 4: Create Auto Actions
Create one Auto Action per payment in the schedule, with the trigger timing that matches the schedule. VRBO/Homeaway has already collected the credit card. If you have several payment schedules, you need a set of Auto Actions per schedule.
Go to Settings > Guest Management > Auto Actions and click Create New Action.
Auto Action 1: Collect payment 1 of the payment schedule
25% deposit at the time of booking.
| Tab | Setting | Value |
|---|---|---|
| Trigger | Trigger Event | Booking |
| Trigger | Trigger Time | Immediate (match the payment schedule) |
| Trigger | Time Window | 1 day (match the payment schedule) |
| Trigger | Booking Source | VRBO |
| Trigger | Group Booking Trigger | Trigger only Master |
| Trigger | Status | All not cancelled |
| Trigger | Invoice Balance | Not Zero (optional, to refine when the Auto Action triggers) |
| Booking (optional) | Flag Text | Payment1 (example) |
| Booking (optional) | Flag Colour | The colour shown in the calendar and bookings list |
| Booking Info (optional) | Booking Info Code |
Payment1 (example) |
| Booking Info (optional) | Booking Info Text | Payment 1 from Payment schedule (example). With several payment schedules, the info code can trigger the next Auto Action in a sequence. |
| Invoice | Add a Pending Payment | On |
| Invoice | Payment Type | Percent of Group Balance due |
| Invoice | Description | The text shown on the Charges and Payments tab |
| Invoice | Status | Optional: the status for the pending payment, if you use statuses |
| Invoice | Amount | 25 (25% of the outstanding balance) |
| Invoice | Payment Rule | Not Cancelled (your rule from Step 3). Rules you create in Settings > Payments > Payment Rules show here. |
| Invoice | Payment Due | Trigger date |
| Invoice | Payment time | The time to collect the payment |
| Invoice | Invoicee | Optional: the invoicee the pending payment is assigned to, if you use invoicees |
Auto Action 2: Collect payment 2 of the payment schedule
Balance 14 days before check-in. Triggers after Auto Action 1, through its info code.
| Tab | Setting | Value |
|---|---|---|
| Trigger | Trigger Event | Checkin |
| Trigger | Trigger Time | -14 days (match the payment schedule) |
| Trigger | Time Window | 14 days (match the payment schedule) |
| Trigger | Booking Source | VRBO |
| Trigger | Group Booking Trigger | Trigger only Master |
| Trigger | Status | All not cancelled |
| Trigger | Invoice Balance | Not Zero (optional, to refine when the Auto Action triggers) |
| Trigger | Any Booking Info Code |
PAYMENT1 (set by Auto Action 1) |
| Booking (optional) | Flag Text | Payment2 (example) |
| Booking (optional) | Flag Colour | The colour shown in the calendar and bookings list |
| Booking Info (optional) | Booking Info Code |
Payment2 (example) |
| Booking Info (optional) | Booking Info Text | Payment 2 from Payment schedule (example). Can trigger the next Auto Action in a sequence. |
| Invoice | Add a Pending Payment | On |
| Invoice | Payment Type | Percent of Group Balance due |
| Invoice | Description | The text shown on the Charges and Payments tab |
| Invoice | Status | Optional: the status for the pending payment, if you use statuses |
| Invoice | Amount | 100 (100% of the outstanding balance) |
| Invoice | Payment Rule | Not Cancelled (your rule from Step 3). Rules you create in Settings > Payments > Payment Rules show here. |
| Invoice | Payment Due | Trigger date |
| Invoice | Payment time | The time to collect the payment |
| Invoice | Invoicee | Optional: the invoicee the pending payment is assigned to, if you use invoicees |
Note: Only use Payment Type = Percent of Group balance due if Group Booking Trigger is Trigger only Master.
Expected result: VRBO bookings get pending payments on the dates of the payment schedule, and Stripe collects them automatically unless the booking is cancelled.
Card details at Stripe
Each card sent to Stripe is saved as a Stripe customer, with the booking number as reference. Info codes on the Info tab of the booking show what happened, for example CARDTOSTRIPE or STRIPEPAYMENT. See Card details at Stripe and info codes.